HCBS Training

Assess the Meetings You Already Have Scheduled

A person holding a phone and looking at a busy calendar.

The team process looks different across HCBS providers. In some cases, the team that works on person-centered changes does not need to be separate from other working groups. The main question to ask is whether there is a group that already meets on a regular basis that has enough time to add agenda items and can work on person-centered practices. Smaller providers can use the everyday routines and conversations that occur to work on action plans instead of creating a formal team process since there are not as many people involved.

The HCBS Planning Tool includes a section for assessing the meetings you have scheduled. If you are a large provider, this section can help you think about these meetings since there may be a team in place that already works on similar tasks. Questions to consider include:

  • What is the purpose of each type of meeting?
  • Do any of these meetings include monitoring quality of life outcomes for people receiving services?
  • Who naturally attends these meetings?
  • Would it be difficult to add agenda items that address person-centered practices?

The goal of this process is to work smarter with your time. These modules will help your team create an action plan to improve practices by changing everyday work tasks. If the person-centered changes you want to make are complex or hard to complete, you won’t have time to work on it if there are too many agenda items in the meeting. 

“Working smarter, not harder” means that the person-centered work you choose will naturally help you complete other HCBS tasks.


Please use the MN Team Checklist and the HCBS Planning Tool to complete the activity. 

Minnesota Team Checklist.  Item number 1 in Team section.  A team is in place to work toward becoming a more person-centered service. Score the checklist: 0 – planning not yet started, 1 – in progress, or 2 – fully in place.

Checklist item 1: ​A team is in place to work toward becoming a more person-centered service.

Before finalizing the list, there may already be other teams in your organization that work on topics related to person-centered and positive support practices. The team that already exists can be used to make changes in person-centered practices if the goals align well with the ongoing work. Use the Working Smarter Tool - Appendix B to think about the types of groups that are already in place in the organization.  

Minnesota Team Checklist

HCBS Planning Tool

Appendix B Excel File

Appendix B Word Document

For your convenience Appendix B is available in both Excel and Word documents. Please access the format you prefer. 

If you haven't already done so please use these links to access the tools.